Leads and File Management

This article describes the Leads and File Management tools within the Forth CRM. It is broken down into the following sections:

• Overview
• How to Use
  • Configure Columns for Mail Data Upload
  • File Management Actions
  • Search and Upload
  • Sharing Leads Between Parent and Child Companies
  • Disabling Delete Mail Leads Permission
• Troubleshooting / FAQ
• Assistance

Overview

The Leads and File Management tools provide several tools to help you in creating and maintaining your lead data. 

How to Use

Configure Columns for Mail Data Upload

IMPORTANT: 

When first using this tool, if you do not go into the Lead Management Settings and configure the Lead columns, you WILL NOT SEE anything when your client uploads a file. The Lead Management Settings page is located (for those with Admin permissions) at Admin tab > Settings > Mail Leads > Lead Management Settings.

NOTE: In the bottom left side of the image above, you will see a Share Leads With setting. This is where Super Admins can select default child and sub-child companies authorized to receive shared mail leads. Such sharing flows downstream only (Parent > Child > Sub-Child) and is hidden from Child accounts.

The Mail Leads page (formerly known as the Mail Data page) is the central place where you can manage the leads you have imported for mail campaigns.

This page opens to the Mail Leads tab by default, providing immediate access to your active leads.

On the Mail Leads page shown above, you will notice a Shared column. If a Parent Account is selected, the column displays: Shared with: [Child Company Name]. If a Child Account is selected the column will display Shared from: [Parent Company Name].

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File Management Actions

The action menus within the File Management tab can be used for both bulk operations and individual files.

Understanding Key Actions: Export vs. Purge vs. Delete

• Export: Creates a downloadable copy of your data. Original data is not removed from the FORTH system.
• Purge: Permanently removes the leads associated with a file from the Mail Leads database. This action is used for data cleansing and cannot be undone. The file record itself remains in the File Management list.
• Delete: Permanently removes the file record itself from the File Management list. This is typically used to remove a file that was uploaded in error.

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Bulk Actions (for All Files)

These actions apply to all files currently listed in the File Management tab.

To access: 

1. Go to the Mail Leads page, 
2. Select the File Management tab,
3. Click Export/Purge in the top-right corner (see Item #1 in the image below).

You will see the following options:

• Export All Files: Downloads a copy of all files. No data is removed from the system.
• Purge All Files from Mail Leads: Permanently removes the leads from all files from your database. The file records are not deleted.
• Export & Purge All Files from Mail Leads: Downloads a copy of all files and then permanently removes the leads from all files from your database.

Individual File Actions

These actions apply only to the specific file you select.

To access: 

1. From the Mail Leads page, go to the File Management tab (see image above).
2. Click the ellipsis (...) on the right side of an individual file's row (see Item #2 in the image above).

You will see the following options:

• Export File: Downloads a copy of the selected file.
• Purge Leads from Database: Permanently removes the leads from the selected file from your database.
• Export & Purge Leads from Database: Downloads a copy of the selected file and then permanently removes its associated leads from the database.
• Delete File: Permanently removes the selected file record from the File Management list.

• Delete File and Purge Leads from Database: Permanently removes the selected file record and all of its associated leads from the database.

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Search and Upload

NOTE: File Uploads should be under 200 MB each. There are currently no restrictions on the number of uploaded files allowed.

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Sharing Leads Between Parent and Child Companies

To set up the system to send newly uploaded mail leads from a parent company to designated child accounts simultaneously, follow the steps below.

Configure Default Child Companies

1. Log in to the FORTH CRM.
2. Click the Admin tab and then click Settings. 
3. Select Mail Leads.
4. On the Mail Leads page, locate the Share Leads With section (see the bottom left portion of the image below).
   
5. Check the boxes next to the child and downstream sub-child companies that should receive shared mail leads by default.
6. Click Save located at the top of the page to apply these settings.

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Uploading Shared Mail Leads

During an upload, the Super Admin sees a final share-confirmation step that pulls defaults from settings. This reassures the user that a duplicate-lead error is impossible for these copies (see image below).

1. Click the Contacts tab and select Mail Leads.
2. Select the File Management tab.
3. Click Upload a CSV and select your CSV file.
4. Complete the CSV Info and Field Mappings page (see Step 2 in the Search and Upload section of this article above).
5. Review the pre-selected list of eligible child and sub-child companies on the Step 3 Confirmation Popup.
   • Users can dynamically check or uncheck recipient companies for that specific file batch before finalizing the import.
     
6. Check or uncheck specific companies to adjust who receives copies for this specific file batch.
7. Click Upload & share to 3 accounts OR Upload without sharing
8. Click Import. The system automatically creates copies of the leads in the selected child accounts.

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Track Shared Status throughout the CRM

Once the file imports, the system automatically duplicates the leads to the chosen downstream accounts, bypassing normal duplicate management blocks. You can track these records in three locations:

1. Go to Contacts > Mail Leads to view your lead list. 
2. Review the Shared column to see distribution details:
   • Parent accounts see Shared with: [Child Name].
   • Child accounts see Shared from: [Parent Name].
3. Go to File Management to view the Shared column to see which sub-companies received copies of that specific batch file.

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Disabling Delete Mail Leads Permission

The FORTH CRM includes a security setting that allows users with the Super Admin role to restrict this action to authorized team members only. By default, all existing users will retain their ability to delete leads, ensuring your current workflow is not interrupted while giving your leadership the power to tighten security as needed. Follow the steps below:

1. Log in to the Forth CRM and click the Admin tab.
2. Select Roles from the navigation bar.
3. In the dropdown menu at the top left of the page, select the user role you wish to modify (e.g., attorney).
4. Scroll to the Contacts category and locate the checkbox titled Delete Mail Leads.
   
   • To Grant Access: Check the box. Users in that role will see the Delete option in their Mail Lead list view (see left side of the image below).
   • To Restrict Access: Uncheck the Delete Mail Leads checkbox for that role. The "Delete" option will immediately disappear from the action menu for those users (see right side of the image below).
5. Click Save at the top of the page.
   

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Troubleshooting / FAQ

Can a child company share their leads back up to the parent company?

No. Data protection rules restrict lead sharing exclusively from the parent account down to the child account. Child accounts cannot see or modify the Share Leads With configuration menu.

If I update a lead's phone number or address in the parent account, will it update the child account?

No. Once the system shares a lead, the records become completely independent. Edits made in the parent account do not sync to the child account.

How do I know if a lead on my dashboard was shared?

Look at the dashboard labels on the contact view. Parent account dashboards display a Shared with: [Child Account Name(s)] indicator. Child account dashboards display a Shared from: [Parent Account Name] indicator.

What happens to historical leads if I uncheck a child company in the settings?

Unchecking a child company only stops future uploads from sharing. Any leads shared before you disabled the setting remain safely in the child account's Contacts > Mail Leads list.

What happens if I purge or delete an upload batch from the parent account?

Wiping or purging a batch from the parent account removes the records from the parent side only. This action does not delete the shared leads from the child or sub-child systems.

Assistance

For further assistance, please reach out to support@setforth.com.

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